Ventia - Evolve Program
Location - North Sydney
Monday - Friday, Hybrid working (3 days in North Sydney Office) 12 month Temporary Contract
Primary Responsibilities
The Program Support Administration Officer is a key role within the Evolve Program, Ventia's strategic
transformation program to modernise its ERP, HR/Payroll, data, asset and field service management
platforms.
This role provides essential administrative and coordination support to ensure smooth, efficient
operation of program and project activities. This role underpins project delivery by managing
documentation, scheduling, logistics, and communication processes across the project team and
stakeholders.
Experience and Qualifications
Essential
- Experience in administration, coordination, or support roles (preferably within projects or PMO
- Environments).Excellent organisational and time-management skills with strong attention to detail.
- Proficiency with Microsoft Office (Outlook, Teams, Word, Excel, PowerPoint) and collaboration tools.
- Strong communication skills.
- Ability to manage competing priorities and work in a fast-paced environment.
Desirable
- Experience supporting IT, business, or transformation projects.
- Familiarity with project management methodologies (Agile or Waterfall).
- Experience using project tools such as Jira, MS Project, or SharePoint.
- Certificate in project administration or project management (e.g., PMO courses, PRINCE2 Foundation)
Key Attributes
- Highly organised, proactive, and dependable.
- Strong relationship builder with a customer-service mindset.
- Collaborative team player who supports others and contributes to positive team culture.
- Adaptable, resilient, and able to navigate ambiguity.
- Professional, discreet, and committed to high-quality work
General Responsibilities
Administrative Support
- Provide day-to-day administrative assistance to the project team and leadership.
- Prepare, format, and maintain project documentation including meeting minutes, briefs,
- registers, and templates.
- Support onboarding and offboarding processes for project team members.
Meeting & Calendar Coordination
- Coordinate project meetings, workshops, and stakeholder sessions.
- Manage calendars, schedule appointments, and ensure availability of participants.
- Prepare agendas, capture accurate minutes, track actions, and follow up on outstanding items.
Documentation & Records Management
- Maintain organised and up-to-date project documentation repositories (e.g., SharePoint,Teams, Confluence).
- Ensure documents adhere to version control and filing standards.
- Support preparation of reports, presentations, and communications.
Project Support & Logistics
- Assist with project planning, milestone tracking, and status updates.
- Organise logistics for events, workshops, training, and briefings.
- Coordinate the onboarding of new team members
- Facilitate procurement processes such as raising purchase orders, tracking invoices, and coordinating vendor administration.
Stakeholder & Communication Coordination
- Act as a central point of contact for project inquiries and information requests.
- Support communication activities including newsletters, announcements, and stakeholder updates.
- Build strong working relationships with internal and external stakeholders.
Governance & Compliance Support
- Assist in maintaining project registers such as risks, issues, decisions, and actions.
- Ensure compliance with organisational project governance frameworks and reporting standards.\
- Support audit and assurance activities through accurate documentation and evidence preparation
Key working relationships
- Evolve Program team
- Business SMEs and Process Leads and Process Owners
- Delivery Partners (SAP, Systems Integrators, etc.)